PIF 308/26 Single Operator Framework Concession for Academic Gowning Services

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

This tender seeks a single operator framework concession for the provision of academic gowning services to Atlantic Technological University (ATU). The contract will encompass the supply, hire, and associated services related to academic dress for graduations and potentially for ATU personnel.

The core activities for the successful contractor will include:

• Academic Gowning Services:
• Provision of academic gowns for graduands.
• Provision of academic gowns for ATU personnel.
• Services are to be delivered in accordance with the Specification, the Request for Tender (RFT), and ATU's directions.
• The contractor must ensure the availability of all key personnel specified in their submission for the duration of the agreement.
• Any replacement personnel must possess equivalent experience and expertise, subject to ATU's absolute discretion.
• Operational Requirements:
• Compliance with all local security and health and safety arrangements notified by ATU.
• Adherence to good industry practice and all applicable laws, including environmental, social, and labour law.
• Responsibility for all statutory employer obligations, including employment, remuneration, taxes, immigration, and work permits for personnel.
• The contractor will act as the prime contractor, assuming full responsibility for all obligations and liability for subcontractors.
• Service Delivery:
• Services must be delivered in accordance with the Specification, RFT, and Client's directions.
• Compliance with ATU's policies, guidelines, and project governance protocols.
• The contractor must maintain records and comply with reporting arrangements as required by ATU.
• Adherence to service levels and performance indicators set out in Schedule D.
• Contractual Framework:
• The contractor will operate under a framework agreement, with specific service orders issued by ATU.
• The contractor must indemnify ATU against losses arising from negligence, breach of contract, or failure to exercise skill and care.
• Intellectual Property Rights (IPR) in materials produced for the agreement will vest in ATU.
• The contractor must comply with TUPE Regulations.

3. Background & buyer context

This procurement is being conducted by Atlantic Technological University (ATU). The tender is for a single operator framework concession for academic gowning services. The RFT title indicates it is part of a broader procurement strategy, likely aimed at consolidating and standardising the provision of such services across the university. The reference to "PIF 308/26" suggests this is a specific project within ATU's procurement pipeline for the year 2026. The contract is structured as a framework concession, implying a long-term relationship with a single provider.

4. Eligibility & selection criteria

To be eligible for this tender, applicants must meet the following minimum requirements:

• Turnover Requirement:
• The tenderer's turnover must have exceeded €250,000.00 in at least one of the last three financial years.
• Insurance:
• Employer's Liability: €13 million
• Public Liability: €6.5 million
• Product Liability: €6.5 million
• Certifications:
• Compliance with General Data Protection Regulations (GDPR).
• Compliance with all relevant Health & Safety legislation.
• Demonstration of measures for quality service delivery, potentially via an externally certified system.
• Compliance with all relevant Environmental legislation and guidelines.
• Past Experience:
• Tenderers must demonstrate instances within the last three to five years of successfully delivered services of a comparable nature.
• Personnel:
• Applicants must demonstrate access to the appropriate number and range of skills for the services required.
• Geographic / Facility Constraints:
• Not specified for this tender.

5. Award criteria & scoring

The award criteria are not explicitly detailed with specific weightings in the provided extract. However, the tender documents indicate a "Pass/Fail" weighting for several minimum requirements, including GDPR compliance, Health & Safety legislation compliance, quality service delivery measures, and environmental legislation compliance. This suggests that these are essential pre-requisites for any bid to be considered. The overall award will likely be based on a combination of quality and price, following the Most Economically Advantageous Tender (MEAT) principle, though the specific scoring mechanism and price/quality split are not detailed in the provided text.

6. Submission requirements

Bidders are required to submit the following:

• Response Document: A comprehensive response detailing how they will meet the tender requirements. Specific templates or page limits are not detailed in the provided extract.
• Pricing Schedule: A schedule detailing the costs associated with the services. The extract mentions specific line items for academic dress hire and concession fees payable to ATU, with €0.00 values indicated for some, suggesting a concession model where the contractor may pay ATU.
• Declarations:
• Tax Compliance declaration.
• Declaration as to Personal Circumstances of Tenderer, confirming no exclusion grounds apply.
• Insurance Confirmation: Proof of the required insurance levels.
• Key Personnel Details: Information on key personnel assigned to the contract.
• Subcontractor Information: Clear identification of any third parties being relied upon for qualification or service delivery.

7. Key dates & process

8. Contract terms that matter

• Term: The agreement has an initial term of 24 months from the Effective Date.
• Extension: The Client reserves the right to extend the Term for a period or periods of up to 12 months, with a maximum of one such extension.
• Payment: Payment of charges is subject to contractor compliance, valid invoicing, resolution of queries within 14 days, and possession of a current Tax Clearance Certificate. Late Payment Regulations apply.
• Retention: A 10% retention amount may be withheld from payments if the Client is dissatisfied with performance, capped at 100% of charges.
• Termination: Either party can terminate with notice (14 days for Client, 3 months for Contractor). Immediate termination is possible for serious breaches, insolvency, conflicts of interest, or if exclusion grounds apply.
• Indemnity: The Contractor indemnifies the Client against losses arising from negligence, breach of contract, or failure to exercise skill and care.
• Intellectual Property: All IPR in materials produced for the agreement vests in the Client.
• TUPE: The Contractor must comply with TUPE Regulations and indemnify the Client against non-compliance.
• Sub-contracting: The Contractor is liable for its subcontractors and must include termination rights in sub-contracts related to exclusion grounds.

9. Risks, red flags & unusuals

• Concession Model: The pricing schedule indicates €0.00 for certain hire and concession fees, suggesting a concession model where the contractor may pay ATU a fee. This requires careful financial modelling by bidders to ensure profitability.
• Zero Value Items: The €0.00 values for key service components in the pricing schedule are unusual and require clarification on how revenue and costs are structured within the concession.
• Limited Detail on Award Criteria: While MEAT is implied, the specific weighting and scoring for quality versus price are not detailed in the provided text, making it difficult to assess the relative importance of each.
• TUPE Obligations: The explicit mention of TUPE Regulations places a significant compliance burden and potential liability on the contractor.
• Client Discretion on Personnel: ATU has "absolute discretion" regarding the suitability of replacement key personnel, which could lead to disputes if replacements are not accepted.

10. SME fit assessment

This tender is likely best suited for established service providers with experience in academic gowning or similar managed service concessions. A small to medium-sized enterprise (SME) could potentially bid if they possess:

• Specialised Experience: Proven track record in academic dress hire and related services.
• Financial Capacity: Ability to meet the €250,000 minimum turnover requirement and manage the financial aspects of a concession model.
• Robust Insurance: Capacity to secure the specified high levels of Employer's Liability (€13m), Public Liability (€6.5m), and Product Liability (€6.5m) insurance.
• Operational Infrastructure: Systems and personnel to manage gown stock, cleaning, fitting, and delivery across ATU's locations.

Consortium bidding or subcontracting may be permitted, allowing SMEs to partner with larger firms to meet requirements. The bid preparation effort would be significant, requiring detailed financial modelling for the concession, operational planning, and documentation of experience. The "Pwin" signal is unclear without knowing the incumbent or previous tender outcomes, but the concession model and specific requirements suggest a need for a provider with a well-defined business case for this niche market.

11. Where to dig deeper

• Source RFT Filename: CFT ID 8900713 ATU Single Operator Framework Agreement Concession Academic Gowning and Associated
• eTenders CFT ID: 8900713
• Contact: Not specified in provided text (likely via eTenders messaging facility).
• Key Attachments:
• Draft Contract Academic Gowning ATU.pdf (including Schedules A-E)
• [TRD CFT 8900713.pdf] (likely the main tender response document template)